© Collingbourne Ducis Parish Council 2020
COLLINGBOURNE DUCIS PARISH COUNCIL MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD AT COLLINGBOURNE VILLAGE HALL ON MONDAY 17 th MAY 2021 Present: Cllrs P Knowlson (Chairman), Cllr D Dennis, S lyons, J Wood and Cllr M Arnold. In Attendance: Wilts Cllr C Williams, L Gomes, and Mr P Gill (Clerk). 1. 01.21 Election of the Chairman of the Parish Council: There being no other nominations and all other Cllrs having signed their Declaration of Acceptance of Office Cllrs RESOLVED that Cllr Knowlson was elected as Chairman. Cllr Knowlson then signed the Declaration of Chairman's Acceptance of Office. 2. Apologies: Cllr S Batley Absent: None 3. 02.21 Election of the Vice Chairman: There being no other nominations Cllrs RESOLVED that Cllr Dennis was elected. 4. 03.21 Minutes of last meeting held on 9 Mar 2021 Cllrs RESOLVED to agree the minutes as a true record. 04.21 Matters arising: None that do not appear on the agenda 5. 05.21. Co-Options. Having considered applications from L Gomes and K Bell and having confirmed that they met the statutory (LGA 1972 Sect 79 & 80) eligibility requirements Cllrs RESOLVED to Co-opt L Gomes and K Bell as Members of the Council. Cllr Gomes then signed her Declaration of Acceptance of Office (LGA 1972 Sect 83). The Clerk then informed Cllr Gomes of the legal requirement to complete a Register of Interests Form on Wiltshire Council’s Website within 28 days of signing the Declaration of Acceptance. Cllrs directed the Clerk to arrange for Cllr Bell to sign her Declaration of Acceptance of Office (LGA 1972 Sect 83) and to inform her that she cannot act as a Cllr until she has her Declaration of Acceptance of Office and of the legal requirement to complete a Register of Interests Form on Wiltshire Council’s Website within 28 days of signing the Declaration of Acceptance. Action: Cllr Bell & Clerk. 6. 06.21Adoption of Standing Orders and Financial Regulations: Having considered the previously circulated Standing Orders and Financial Regulations Cllrs RESOLVED to adopt the circulated Standing Orders and Financial Regulations. Action: Clerk 7. 07.21 Appointment of Committee Members. Having considered the appointment of committee members Cllrs RESOLVED that all Members be on the Planning, the Finance and Property Committees. 8. 08.21 Election of Committee Chairmen. Cllrs RESOLVED that Cllr Gomes was elected as the Planning Chair; Cllr Knowlson was elected as the Chair of the Property Committee; Cllr Dennis was elected as the Chair of the Finance Committee. 9. 09.218.20 Appointment of Representatives: Member for Highway matters: Cllr S Lyons Member for Paths and Rights of Way: Cllr Dennis. Member for Police Liaison: Cllr Gomes Representative to Village Hall Management Committee: M Arnold Representative to Tidworth Area Board: Cllrs Knowlson and Cllr Dennis. Representative to Community Emergency Committee: Cllrs Knowlson and Cllr Dennis Military Liaison Representative: Cllr Wood Member for Website & IT matters Cllr Lyons supported by Mr C cockerton. Member to liaise with Parish Steward.: Cllr Knowlson Cllrs RESOLVED to appoint representatives as listed above. Action: Cllrs were requested to contact their respective bodies ASAP with a view to finding out dates of meetings etc. 10. 10.21 Disclosure(s) of Interests and granting of dispensations: None declared 11. 11.21 Adjournment for public comments/questions: 8.01pm. No questions asked. Meeting reconvened at 8.02pm 12. 12.21 Finance Report. 12.21.1 The Clerk presented the Income and Expenditure report for May along with Bank Reconciliations produced from the accounts package and the latest bank statements which the Cllrs noted. 12.21.2 Internal Audit. Having reviewed the effectiveness of the internal audit in line with the guidance set out in the “Practitioners’ Guide” and the report from the Internal Auditor the Cllrs considered the internal audit to be effective and RESOLVED TO accept the Internal Auditor’s Report for FY 20/21. 12.21.3 Statement of Assurance: Having considered the Annual Governance Statement Cllrs RESOLVED to approve the Annual Governance statement for FY 20/21. 12.2.4 Annual Statement of Accounts: Having considered the Annual Statement of Accounts for FY 20/21 Cllrs RESOLVED to approve the Annual Statement of Accounts for FY20/21. 12.2.5 Internal Auditor. Cllrs RESOLVED to appoint Mr M Cox as the Internal Auditor for FY 21/22. Action: Clerk 12.2 6 Exercise of Public Rights. To confirm the dates for the Exercise of Public Rights. Risk Assessment & Insurance Levels: Cllrs reviewed the previously circulated risk assessment RESOLVED that risk assessment was appropriate. However, a revised quote for the amended insurance level has been requested by the Clerk. Action: Clerk Confirm Cheque Signatories. Having considered which Cllrs were to be signatories on the bank accounts Cllrs RESOLVED that Cllrs, Dennis, Knowlson, Gomes and Wood were to be the authorised signatories on the bank accounts and that Mr Cockerton was to be removed. Action: Clerk Reserves. Having considered setting the reserves for FY 21/22 Cllrs RESOLVED to set the minimum reserves level at 60% of the Precept for FY 21/22 i.e., £13501.77 Community Infrastructure Levey (CIL). Cllrs noted the receipt of £2583.14 in respect of the CIL accruing from Planning Application 19/00378/FUL at 2 New Cottages, Sunton, SN8 3DY. The following Bills and cheques were presented and authorised for payment: DD EDF (Recreation Ground Electric 1 Mar 21) £8.00 (VAT £0.38) 1875 Idverde ltd (Gds Maint & Bins 26 Mar 21) £548.70 (VAT £91.45) 1876 AG Cockerton (New Hard Drive 18 Mar 2) £52.99 (VAT £ 8.83) DD BS PW loan (Interest 31 Mar) £1328.13 DD BS EDF (Recreation Ground Electric 1 Apr 21) £8.00 (VAT £0.38) 1879 WALC (Annual Subs 1 Apr 21) £34.11 (VAT £57.35) 1880 Mr P Gill (Salary & Expenses Apr 21) £408.97 1881 HM Revenue & Customs (PAYE & NI Apr 21) £93.00 1882 P Gill (Stamps 14 Apr 21) £15.84 1883 P Knowlson (Defib Batteries 22 Apr 21) £22.99 (VAT £3.83) 1884 Idverde ltd (Gds Maint & Bins 27 Apr 21) £559.68 (VAT £93.29) 1885 P Knowlson (Defib Box and Pads 23 Apr 21) 676.73 (VAT £110.96) 1886 Broxap Ltd (Memorial Bench on Recreation Gd 29 Apr 21) £435.60 (VAT £72.60) 1887 Mr P Gill (Salary & Expenses May 21) £408.77 1889 HM Revenue & Customs (PAYE & NI May 21) £93.20 Cllrs RESOLVED to authorise bills and cheques for payment Precept. Cllrs noted the receipt of 1 st payment of Precept and Precept Grant totalling £11,251.48 VAT. Members noted the receipt of reclaim for FY 20/21 to a value of £4787.77 Projects. To receive and consider updates on progress and quotes on the following projects. Storage. Cllr Knowlson reported no change. Item deferred to next meeting. Action: Cllr Knowlson Bus Shelter. Cllr Batley reported by email that quotes have been received for various off the shelf bus shelters in timber. These quotes have been used to submit an application for funding from the Calor rural grants scheme. The grant applied for is the £5k grant and this has passed the first stage of vetting and will now move forward for public voting in the 2nd week of June. Once the voting goes live he will ask councillors to help spread the word as those with the most votes move to the next round. He has not heard back from Wiltshire Council either on a Highways or planning front so was wondering if any councillors could help direct to me the right people to ask if planning is required or any surveys by Highways. (Wilts Cllr Williams agreed to look into this). He has received plans for the groundworks and needs to submit these to local companies for quotes. He requested the details of who the Council got quotes from for the path and book exchange base. Cllr Dennis agreed to pass the on details of contractor who did the path and book exchange base. Action: Cllrs Batley & Dennis and Wilts Cllr Williams Defibrillator. Cllr Knowlson reported that he had refurbished the “Tipple Inn” defibrillator and had purchased a new safety box, new batteries and was awaiting delivery of new pads at which point the defibrillator will be in working order and located the Tipple Inn Moreover, he will now register all 3 defibrillators on a new national database. Action: Cllr Knowlson New Bench. The Clerk reported that the bench had been purchased jointly with the Cricket Club and is to be positioned on the Recreation Ground by the Cricket Club in due course. Grants. The Clerk reported that he had received an email request from St Andrews Church PPC for a grant of £7150.00 to repair the church Clock. The Clerk replied to the email asking that a formal application form be completed but had not received a formal application form to date. Having considered the grant request Cllrs RESOLVED to not consider the grant until a formal application was received. Action: Clerk 13 13.21 Planning Report: 20/06672/FUL – Appeal - 9-12, Church Street SN8 3EL - APP/Y3940/W/21/3269223. Pl/2021/03600. Bridge House Cadley Road Collingbourne Ducis Marlborough SN8 3EB 2005243/FUL Amended Plans Consultation - Granary Sunton Farm Sunton Collingbourne Ducis SN8 3DY. PL/2021/037714 x Yew trees; 1 x Spruce tree & 2 x Leylandii trees - reduce height by one-third & cut back all overhang at The Hermitage, Church Street, Collingbourne Ducis, SN8 3EL. PL/2021/04188. works to trees in a conservation area. Sectional dismantle Yew Tree Dismantle Holly Tree Also Scots Pine - deadwood & crown lift to balance tree at Highfield House, Sunton SN8 3DZ. PL/2021/04248. Notification of proposed works to trees in a conservation area. (1)- Sycamore tree - fell (2) (3) & (4) - Plum trees – fell. At St Andrews Church, Church Street, SN8 3EL. 21/02371/FUL - Rear two storey extension with a single storey lean too extension at 2 New Cottages Sunton Collingbourne Ducis SN8 3D. PL/2021/05108. Notification of proposed works to trees in a conservation area. Fell Ash tree and reduce Holly Tree at The Old Rectory, Church Street, SN8 3EL PL/2021/05133. Notification of proposed works to trees in a conservation area. Remove Silver Birch at front of property at 7 Gilberts Piece SN8 3HH. PL/2021/05200. Notification of proposed works to trees in a conservation area 1 x Sycamore tree – fell at St Andrews Church, Church Street, SN8 3EL. Having considered the applications, Cllrs RESOLVED to not raise any comments or objections. Action: Cllr Gomes 14. 14.21 Property Report: Communal and Play Area Safety Inspections. Fitness Equipment. Cllr Knowlson reported that there was some minor wear and tear damage to the fitness equipment, and he agreed that he would contact the installers to get new parts to repair the damage. Action: Cllr Knowlson Weedkilling. Cllr Knowlson reported that he had received a quote of £590.00 + VAT to apply weedkiller to the whole of the Recreation Ground. After discussion Cllrs RESOLVED to accept the quote and directed the Clerk to review the Recreation Hire fees in the light of this perennial cost. Action Cllr Knowlson and Clerk War Memorial. Cllr Dennis reported that he was to meet with a contractor on 1 June with a view to getting a quote for the repairs. Action: Cllr Dennis Teen Shelter. Having noted that Mr K Cockerton had only recently carried out repairs to the Teen shelter having considered whether to remove it and replace with something indestructible (project) Cllrs RESOLVED to leave as it is for now. 15. 15.21 Speed Watch Cllr Arnold reported that a location risk assessment had been carried out by the police and that 4 locations had been identified in the village where Speed Guns could be used safely. As 2 of the locations are on private land Cllr Arnold agreed to contact the landowners to gain permission to set speed gun locations on their land. He also reported that he is still awaiting security clearance and further reported that the Collingbourne Kingston Speed Watch Team has offered the Council’s Speed Watch Team the opportunity to join them on active speed watches. Action: Cllr Arnold. 16. 16.21 COVID 19 Community Fund. Cllr Arnold reported that no fund requests have been received and after discussion Cllrs Resolved to close this budget line (4239) and to transfer the £1K in the fund to the Donations and Grants budget line (4010). Action: Clerk 17. 17.21 Xmas Big Brunch. Having considered a date and the appointment of a lead Cllr Cllrs RESOLVED that date be set Sunday 12 December and that Cllr Bell be appointed as the lead Cllr assisted by Cllrs Gomes and Wood. Action: Cllrs Bell, Gomes & Wood 18. 18.21 Website & IT Support. Cllr Lyons reported that he had yet to liaise with Mr Cockerton in his capacity as the Council’s Website and IT representative. Moreover, Mr Cockerton has very kindly offered to continue to provide IT support to the Clerk and to run the website as he does currently i.e., with a large degree of editorial creativity and not merely inputting data. Cllrs thank Mr Cockerton for his exceedingly kind offer which they are pleased to accept. Action: Cllr Lyons 19. 19.21 Parking on the Knapp. Having considered a suggestion from a Knapp resident regarding changing the play area on the Knapp into a parking area and noting that the play area sits on land owned by Astor Housing and the ownership of the roads on the Knapp was not clear Cllrs RESOLVED to not formally support the suggestion and would only give assistance if clear evidence was provided that a very large majority (90%+) of the Knapp residents supported the suggestion and that there was a plan approved by the Council to move the Council’s play equipment to a suitable location at no cost to the Council. Cllrs nominated Cllr Batley as the liaison Cllr for this item. Action: Cllr Batley 20 20.21 Complaints. No complaints received. 21. 21.21 Date and location of next meeting. The date of the next meeting was confirmed as 13 th July 2021 at 7.00 pm at Collingbourne Village Hall. The meeting closed at 21.15.pm Signed: Chairman: Date: